Meeting minutes

This page contains valuable information on the topic of meeting minutes and helps you to optimize the procedures for meeting minutes in your company.

What are meeting minutes?

Meeting minutes and notes are a direct record of all discussions, decisions, and actions that took place during the meeting or hearing. Often the minutes are taken during the meeting by a designated minute taker, who also proofreads the notes after the meeting and makes the final minutes. Here are some tips and tricks for keeping meeting minutes efficiently.

Why are minutes important?

Meeting minutes are essential for organizations to ensure that meetings actually translate into action plans, ensuring a transparent decision-making process. Many companies must meet legal requirements by recording and archiving minutes to conduct business in a transparent and accountable manner. Protocol should include:

  • Decisions (votes, motions, etc.).)
  • Discussions that lead to decisions (discussion protocol format)
  • Action items and their status

Tip Clean meeting minutes and electronic archiving ensure you get more out of your meetings.

Meeting minutes formats

When setting up the protocol infrastructure, you need to decide which protocol format is best for your organization, how the protocol should be maintained, and how protocols should be archived. You may need to use different meeting minute formats, depending on whether you are taking minutes of a board meeting or committee meetings. There are basically three log formats:

  • Result protocol
  • Progress log
  • Literal protocol

Tip Here you can find more about protocol formats.

How to keep meeting minutes

If you are chosen to be the minute taker, it is important to prepare and organize before the meeting. You need to ask the chair what is expected of you during the meeting. You have to determine which protocol format should be used and if you need to take care of motions, action items or votes. You may need to follow Robert’s Rules of Order for board meetings, public hearings, etc. Use. Effective record keeping can be broken down into the following four steps:

Tip Learn more about how to keep minutes

Minutes approval process

Most meetings are conducted in a democratic environment where participants share decision making and accountability. Therefore, minutes should be approved, which typically happens at the beginning of the following meeting.

Sometimes the chair, secretary, or recording secretary can set the meeting notes or. elaborate. This can be risky, however, because the perception of a conversation often varies among stakeholders. Therefore, it is usually better for the minute taker or chair to directly display the notes taken during the meeting to summarize key points and agreements.

The minute taker could z.B. View the recordings live on a projector or screen unless the meeting is a public hearing, board meeting, congressional meeting, etc., Where this would not be appropriate. If you are the minute taker, use a Word document with the appropriate minute format or straight away a minute taking software program to help with the live display of notes. The minutes should be edited immediately after the meeting, while the participants can still remember what happened.

It makes sense to distribute the minutes to the participants shortly after the meeting to ensure that the actions defined there can also be carried out promptly.

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